Download dp User Guide - v2.x - Section 5 Day to Day System Usage

dotProject Version 2.0.2 Basic User Manual
Section 5: Day to Day System Usage
De Bortoli Wines
Table of Contents
Day to Day System Usage............................................................................................................................... 2
Using Pinned Tasks..................................................................................................................................... 2
Using Task Logs.......................................................................................................................................... 4
Task Log Tab.......................................................................................................................................... 5
Adding a Task Log..............................................................................................................................7
Hours Worked / Time Clock................................................................................................................8
Using Cost Codes ..............................................................................................................................8
Editing a Task Log Entry ................................................................................................................... 9
Deleting a Task Log Entry ................................................................................................................. 9
Using Task % Updates............................................................................................................................9
Sending Out Task Updates................................................................................................................... 10
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Section 5: Day to Day System Usage
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Day to Day System Usage
So far we have discussed the set up of project and task information. This section of the manual outlines
some of the standard day to day features which are used in managing and working with dotProject projects.
Using Pinned Tasks
Pinning tasks is a feature that allows you to nominate tasks that you wish to be able to recognise / filter
quickly. A little bit like the computerised equivalent of highlighting a task on the screen.
Throughout dotProject tasks and in some of the project displays now there will frequently (not in all
locations) be a column called "Pin". Within the various task lines you will notice that there is an icon in that
column:
In the example above you can see the pinned icon: This colour (greyish) indicates that the pinned
option is not turned on. To show you the difference, if you click on any of these icons to turn pinning on for
the associated task, the image will change as follows:
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Section 5: Day to Day System Usage
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As you can see from this example, the Pinned option for the Task "Create Access Crumb and Module
Calls" is now green:
Once you have any number of pinned tasks, options such as : my pinned tasks in the breadcrumbs on the
Main Task Module screen and the options provided at the top of the todo and Today displays, can be used
to just list those tasks that you have pinned, for example, using the my pinned tasks option above would
change this task listing to:
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Section 5: Day to Day System Usage
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You'll also notice that the breadcrumb breadcrumb has changed to : all tasks. Click on that to reset the
display.
Using Task Logs
Task Logs are an integral part of dotProject, used to create a log of activities and/or reports in relation to the
completion of tasks assigned to one or more users. Task logs enable you to not only advise other team
members of the status of various components of a project, but, can help to build a substantial database of
useful information about processes and procedures used by an organisation.
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Task Log Tab
Task logs are displayed on their own tab in the Task Detail Display and in some reports.
Edit Icon
Click on the notepad to go straight to editing the contents of a Task Log.
Date
The date and time at which the task log was generated. The date can be set when
creating the task log but the time is automatic.
Ref
Shows the Task Log reference setting if used. (Reference is a key you can use to
categorise task logs).
Summary
Shows the summary as entered on the task log. The red shaded task log is
indicating that the Problem option was ticked on for that particular task log.
URL
Shows any URL recorded in the task log.
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User
Shows the login name of the person who generated the task log.
Hours
Shows the hours recorded against each task log, with the total hours for the task at
the bottom of the display.
Cost Code
Shows any cost code recorded against the task log.
Comments
Shows the full contents of the Task Log Description field.
Trash Can
Allows you to delete any task logs for which you have permission.
Task logs are automatically displayed sorted into order down the screen from the first to the last entry. This
is currently not changeable.
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Adding a Task Log
Task logs can be generated using any of the Log options displayed in columns on displays, for example,
like the detailed Project display or in the todo and today listings.
Date
This is the date against which the task log entry will be recorded. Automatically
defaults to TODAY. Can be modified by clicking on the calendar icon.
Progress
Will automatically default to the current setting for the task. You can update the
%Progress to indicate how far along the task is.
Hours Worked
Cost Code
See Hours Worked below for more details.
Enter a Relevant Cost Code for categorising this task log. See Cost Codes below for
more details
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Task's End Date
This is the end date set up for the task when it was initially established. You can
modify this if required; if you have finished the task later or earlier than originally
expected; or if the end date requires adjustment because you will not be completed
by the originally scheduled date. Click on the calendar icon to select a new date.
This field automatically defaults to the Current Task name - for the purposes of
having some entry in that field, and as an absolute default for reporting purposes.
You can adjust this summary description if required by over typing / editing
Summary
Optional drop-down to categorise the task log
Reference
Optional URL for a web address
URL
Email Log to
Option to send a copy of the task log via email to one or more of the options (tick to
select). See Sending Out Task Updates below for more details.
Description
This is a description for the task update. This field is mandatory and must contain
some information.
Problem
Tick this option on to display the task log summary colour highlighted in the task log
listing - provided as a flag
Hours Worked / Time Clock
The hours worked option can be used either as a recording method or via the pop-up clock.
If you wish to use the option manually, when entering a task log you can enter the number of hours worked
against that log.
If you wish to use the time clock, click on the start option to start the clock recording time.
At any stage you can click on stop to record the current amount of time and, before you update and submit
the task log, clicking on start and stop will continue to accumulate time against that record. Once you have
submitted the record you cannot edit the task log and continue to use the clock to accumulate time.
Remember that closing your browser window will close the clock and time accumulated
will be lost.
Using Cost Codes
Cost Codes are non-prescriptive, user configurable categorisation codes that can be assigned to a task log.
Creating a cost code is simply a matter of entering whatever you wish to use in the cost code field, for
example:
DO NOT BILL
FREE
SPECIAL
etc.
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Alternatively, if cost codes have already been generated, then you can use the dropdown-arrow to select
from the pre-existing cost codes.
Once you enter the cost code then it will be transferred into the setting field to the right of the selection field.
Cost codes are reported via the Task Logs report and are used in the add-on module Invoicing.
Editing a Task Log Entry
Task logs can be edited once they are generated from the Task Logs tab using the notepad / edit icon on
the left hand side of most task log listings.
Deleting a Task Log Entry
Task logs are deleted from the main task log tab as displayed above. There is a delete icon (the garbage
can) at the right hand side of each entry. Click on that to remove the task log.
Using Task % Updates
Regardless of whether you are logging hours against Tasks, the use of the % complete setting will assist
you in keeping track of the progress of individual tasks and therefore the project as a whole.
The process of deciding the actual % complete can be an arbitrary one as it is ultimately the team member
who will set how far progressed the task is. Whether or not that is an accurate assessment will depend on
a number of factors outside the control of dotProject (accuracy of the team member's assessment / external
factors that affect the target completion date etc.).
Regardless of the arbitrary issues, the use of the % complete flag will give the Project Owner and Manager
some indication of the progress of a project as a whole.
The % complete of a task can be set by editing the task and updating the field in the task header, however
this is not recommended nor ideal as no task log is recorded and hence no history of the job accumulated.
Ideally a task log is generated that includes a description of why or how the assessment of completion has
been arrived at, and updating the setting at the same time (as outlined above in Creating Task Logs).
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Sending Out Task Updates
Task updates can be automatically emailed out as Task Logs are generated.
Under the task log description field you will see the option:
Email Log to
Turning on one or more of the possible recipients will mean that the task log that you create will be
automatically sent out via email (and the task log itself updated to show the date / time and recipients of the
email).
To select the recipients of the task log you can tick on / off any of the three options:
Task Assignees
Task Contacts
Project Contacts
or alternatively you can use the option Other Contacts to manually add email addresses.
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dotProject will automatically filter the outgoing updates to ensure that accidentally duplicated addresses
only receive one copy of the task log.
Once the recipients have been selected and the task log saved, the email is queued for sending from
dotProject and the task log will be updated (at the end of the text you have entered) with a date / time of
sending and the full recipient list.
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Appendix A – Glossary of Terms
Many of these terms are standard Project Management terms which may or may not be used within
dotProject at present.
The glossary is a very large listing, so it has been made available online at:
http://sites.sakienvirotech.com/dp_docs/tiki/tiki-index.php?page=Glossary
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